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Effective meeting

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monique van poelwijk

on 29 August 2015

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Transcript of Effective meeting

Effective meetings
What do you think of meetings?
Think for a couple of minutes and write down everything that comes into mind when you hear the word 'meeting'
Types of meetings and.....What language do we use?
Stage 1 Prepare for a meeting
step 1
Stages of a meeting
We will look at the stages of a meeting by using a scenario of a fictional company called PARIS TOURS
Stage 3 The actual meeting
Following the Agenda - Structuring the meeting
stage 2 Opening a meeting
small talk - welcome - roll call - apologies - objectives
In English
Which type of meetings do you know?
Which type of meetings do you usually attend?
What is the most typical complaint about meetings?
Discussing and evaluating meetings.
Handout 1.
1. preparing for a meeting
2. opening a meeting
3. following the Agenda
4. closing the meeting
Ask yourself what the reason is for this meeting.
step 2
call the meeting.
scheduled in the last meeting; send a reminder.
announce it by e-mail, post it on a bulletin board.
What's in the invitation or reminder?
What do you think?
Step 3 Preparing for a meeting
Writing the Agenda
What is it:
A list of objectives to cover in a meeting
Objective of an Agenda:
it helps to estimate the expected duration of the meeting
attendees read the agenda before the meeting and start thinking about the items.
it shows whose turn it is 'to have the floor'
Step 4 Allocating roles
which roles?

chair person
minute taker
reviewing a specific item or subject
Prepare a meeting for your own workplace

think of the purpose
the date
the location
the time
who needs to attend the meeting
make an agenda
allocate roles
write an invitation for the meeting
write an invitation to the people you want to allocate a certain role to
in pairs:
Write an opening for your meeting
practise the opening together
demonstrate the opening to each other
watching time - time management
regaining focus
linking items and ideas and the role of the chairperson
interrupting, commenting, and resuming
questioning and clarifying
giving opinions and reactions
agreeing and disagreeing

a written record of everything that is said at a meeting
Time management
most meetings take too long and are not effective
Managing time
useful expressions
I think we've spent enough time on this topic
We're running short on time, so let's move on
We're running behind schedule, so we'll have to skip the next item
We only have fifteen minutes remaining and there's a lot left to cover
if we don't move on, we'll run right into lunch
We've spent too long on this issue, so we'll leave it for now
We'll have to come back to this at a later time
We could spend all day discussing this, but we have to get to the next item
Regaining Focus
What to do when the focus wanders?
Let's stick to the task at hand, shall we?
I think we're steering off topic a bit with this
I'm afraid we've strayed from the matter at hand
You can discuss this among yourselves at another time
We've lost sight of the point here
This matter is not on today's agenda
Let's save this for another meeting
Getting back to item number 5
Now where were we? Oh yes, let's.....
decision making if issues can't be resolved or decision can't be easily made.
The person who leads or presides at a meeting
linking items/ideas, manage the time, follow the agenda
Meeting attendees
What skills are required to attend a meeting effectively?
interrupt, comment and resume effectively
ask the right questions, clarify
give your opinion and reaction in discussions
agree and disagree in discussions
interrupting - commenting - Emphasizing - finish what you want to say - considering alternatives - reffering
Questioning and Clarifying
open and closed questions - leading questions - probing questions - reflective questions
In pairs:
practise 1: exercise 2
practise 2:
talk about an imaginary (work) problem
ask each other open en closed questions
if you don't really understand what your partner is telling you: ask probing and reflective questions
if your partner is not sure what he/she needs to do to solve the problem: ask leading questions
giving opinions and reactions
asking for opinions - giving opinions - commenting on opinions - clarity of ideas - relevance of ideas - giving someone the opportunity to speak

As a group talk about climate change
1 of you thinks climate change doesn't happen
1 of you thinks climate change is happening and it's very bad
1 of you thinks climate change is happening but it's a good thing
1 of you thinks climate change is going to happen but it's not related to human behaviour
make sure everyone gives and asks opinions
make sure everyone is commenting on given opinions
ask clarifying questions
Prepare your opinion, take some notes
agree and disagree with each other
Agreeing and Disagreeing
Total disagreement - limited agreement - responding neutrally - wait to be convinced - total commitment - responding positively - responding negatively
Stage 4 closing a meeting
wrapping up - reminders - thank you's and congratulations - follow up
the 4 stages
Open the meeting
Follow the agenda
Close the meeting
1. open votes: people raise their hands in favor or in opposition of an issue. The votes are visible right away.
2. private or closed votes: using ballots and place them in a box to be counted (mostly after the meeting)
Practise an open voting!
Think of a motion.
Take turns to use the target language.
practise the target language in pairs.
Be chairperson in one round and change roles in the second round.
Adjourn the meeting.
Full transcript